Minutes of Ordinary Council Meeting

Ordinary Council Meeting Minutes 13 February 2018

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 13 February 2018 AT 9:30AM

PRESENT: Mayor Graham Smith (Mayor), Cr Anne Munro (Councillor), Cr Stuart Barwood (Councillor), Cr Chris Clarke (Councillor), Cr Paul Hannagan (Councillor)

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Garth Nixon (Community Facilities Manager), Toni Morrison (Administration and Projects Manager), Paul Morris (Chief Financial Officer), Karina Morrow (Planning and Regulation Manager), Katherine Hill (Policy Planner), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

Apology

Resolution 2018/6

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

That apologies received from Cr James Leslie and Cr Russell Armstrong be accepted and leave of absence granted.

Carried

3 Visitors

Citizenship Ceremony at 9.30am – Four new citizens were welcomed to the district by the Mayor. They were Adam Geary from Wales (now living in Twizel), Margaret Ormsby from Australia (now living in Twizel), Jodi Payne from the United States (now living in Fairlie), Fane Gauna from Fiji (now living at Mount Cook).

At 11am, following the confirmation of minutes, Alex Govan from the Cancer Society and Jackie Corby from Community and Public Health gave a presentation on smoke-free spaces in the district. See Item 11.3 below.

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

The following bereavements were noted and a minute’s silence observed:

· Gregory Hormann, husband of Chrissy van Hassell, late of Fairlie and member of staff at Mackenzie District Council.

· Norma Walker, late of Fairlie.

· Neil Carmichael Anderson, former Mayor of Mackenzie 1992-2001, husband of Anne, father of Greg, Michael, Andrew and Ian.

· Peter Lewis, husband of Jean, late of Auckland and Lake Alexandrina Hut Holder.

· Dorothy Camp, late of Christchurch, ratepayer of Twizel.

· Sally Hurere Smith, late of Timaru, mother of Richie and Suzie Smith of Lake Tekapo.

· John MacDonald Cox, late of Christchurch, father of Murry and Gavin Cox, Lake Tekapo.

· Elaine Margaret Grundy, late of Christchurch, former Fairlie doctor’s wife.

· Elizabeth Mary Overton, late of Christchurch, formerly of Eversley, Fairlie.

· John Provan Steel, late of Fairlie.

· Shirley Anne Dwain, late of Ashburton, formerly of Fairlie.

6 Mayor's Report

6.1 Mayoral Activities Report

Resolution 2018/7

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

That the report be received.

Carried

7 Public Excluded Reports

8 Reports

8.1 Chief Executive Officer Activities Report

Resolution 2018/8

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

That the report be received.

Carried

8.2 By-Election Twizel Community Board - Proposed Timetable

Resolution 2018/9

Moved: Cr Paul Hannagan

Seconded: Cr Anne Munro

That the information be noted.

Carried

There is a need to hold a by-election in Twizel following the resignation of community board member Luke Paardekooper. Chief Financial Officer Paul Morris said if only one nomination was received that person would be declared elected. If two or more were received it would go to a postal ballot.

The Mayor said Twizel needed to pay for this by-election, as it was not general rate funded. Paul Morris explained that because there is no benefit to the rest of the district, in this case the Twizel community will pay for this election. Cost of a postal ballot would be between $11,000 and $15,000. Council needed to formally let the Twizel Community Board know about this cost.

8.3 By-Election Twizel Community Board - Candidate Order on Voting Documents

The purpose of this paper was for Council to decide the order of candidates’ names on voting documents.

Resolution 2018/10

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/11

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

2. That the name under which each candidate is seeking election be arranged in random order on all voting documents.

Carried

8.4 ChristchurchNZ Mackenzie Tourism Quarterly Marketing Report to December 2017

The Mayor asked if there were any questions related to this report.

Cr Munro asked about the difference between mobile phone and laptop useage. Cr Hannagan said this was browser specific.

The Mayor said there was huge growth in the number of Chinese people coming to the district. Everyone was feeling the increased pressure from the Chinese at the moment. Cr Hannagan noted the displays in Twizel to celebrate Chinese New Year.

Cr Munro suggested putting advice on how to greet Chinese people in the local newsletters so locals could greet them in their own language. Mayor to action. Council Facebook page suggested as a better option, agreed.

Resolution 2018/12

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

That the information be noted.

Carried

8.5 Update on Long Term Plan 2018-28 process

Administration and Projects Manager Toni Morrison said the consultation document is with Audit and an audit team arrived at Council yesterday and would be there for three weeks. Council has met the audit timeframes and its own timeframes.

Dates for hearings and subsequent workshops are in the report and calendars. The Mayor thanked Toni for the effort put in by staff.

Auditors will visit Council four times this year. The biggest difficulty is finding a place for them to work.

Resolution 2018/13

Moved: Cr Paul Hannagan

Seconded: Cr Stuart Barwood

That the information be noted.

Carried

8.6 Common Seal and Authorised Signatures

The purpose of this report was to advise of the documents signed under the Common Seal from 4 September, 2017, to 1 February, 2018.

Councillors requested more information on number 867. This was:

Annexure Schedule pursuant to Section s224(b)(i) of the Resource Management Act and Section 238(2) of the Land Transfer Act, MDC consents to:

· The vesting of Lot 11 DP 507392 in Mackenzie District Council as recreation reserve.

· The vesting of Lot 13 DP 507392 in Mackenzie District Council as road.

· The vesting of Lot 15 DP 507392 in Mackenzie District Council as recreation reserve.

· The vesting of Lot 16 DP 507392 in Mackenzie District Council as recreation reserve.

Resolution 2018/14

Moved: Cr Paul Hannagan

Seconded: Cr Anne Munro

That the following documents 860 to 870 be executed under the Common Seal of the Council:

860 Deed of Assignment of Lease between Royal New Zealand Plunket Society Incorporated and Royal New Zealand Plunket Trust and MDC for property situated at 5 Pukaki Place Twizel

14.11.17

861 Deed of Assignment of Lease between Royal New Zealand Plunket Society Incorporated and Royal New Zealand Plunket Trust and MDC for property situated at 7 Denmark Street, Fairlie

14.11.17

862 Licence to occupy council land Lot 1 DP 82267, Plantation Rd, Fairlie, granted to Samson Bryan Bell.

28.11.17

863 Contract Document, Fairlie Water Main 2017/18 Renewals, Contract 1232, between MDC and Whitestone Contracting.

16.01.18

864 Contract Document, Twizel Water Main 2017/18 Renewals, Contract 1231, between MDC and Whitestone Contracting.

16.01.18

865 Authority and Instruction for an electronic transaction, land title transfer Lakeside Drive Title Ref 782476, from MDC to Tekapo Lake Resort Ltd.

16.01.18

866 Authority and Instruction for an electronic transaction, land title transfer Lakeside Drive Title Ref 782473, from MDC to John Edward Taylor and Andrea Ruth Taylor.

16.01.18

867 Annexure Schedule pursuant to Section s224(b)(i) of the Resource Management Act and Section 238(2) of the Land Transfer Act, MDC consents to:

· The vesting of Lot 11 DP 507392 in Mackenzie District Council as recreation reserve.

· The vesting of Lot 13 DP 507392 in Mackenzie District Council as road.

· The vesting of Lot 15 DP 507392 in Mackenzie District Council as recreation reserve.

· The vesting of Lot 16 DP 507392 in Mackenzie District Council as recreation reserve.

16.01.18

868 Deed of Assignment of Lease, Hut 37, 217 Lake Alexandrina South Road, Lake Tekapo, Assignor Berg Family Trust namely Alan Crosbie Berg and Julie Alice Berg, Assignee Pauline Margery Topham and Lincoln James Topham.

26.01.18

869 Deed of Assignment of Lease, Hut 46, Lake Alexandrina, Outlet Settlement, Assignor: Bruce William Woodnorth, Peter John Woodnorth, Christine Ann Fergusson. Assignee: David Bruce Woodnorth, Craig Peter Woodnorth, Scott Euan Fergusson.

29.01.18

870 Deed of Assignment of Lease, Hut 57, Lake Alexandrina. Assignor: Graham John Willetts and Carolyn Ann Cross and Judith Dawn Willetts. Assignee: Robert Allan Hands and Julie Michelle Hands.

29.01.18

Carried

9 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 4 December 2017

Cr Hannagan spoke regarding parking problems in Twizel. The community board has requested a parking warden. Discussion was held on completing a parking strategy and this may lead to a bylaw. Fairlie Community Board has also been discussing parking problems at recent meetings.

The chief executive said Council was not quite at the stage of saying a bylaw is the right thing to do.

Resolution 2018/15

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the Minutes of the Twizel Community Board Meeting held on Monday 4 December 2017 be received.

Carried

9.2 Minutes of Fairlie Community Board Meeting - 7 December 2017

Chief Financial Officer Paul Morris spoke regarding the recommendation to fund rates remissions from the general fund. He explained the change that is being suggested. He believes a rates remission should sit where it sits, or where the rates come from is where the remission should come from.

Resolution 2018/16

Moved: Cr Stuart Barwood

Seconded: Cr Paul Hannagan

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 7 December 2017 be received and the recommendation made by the Fairlie Community Board regarding Rates Remissions therein be noted.

Carried

9.3 Minutes of Tekapo Community Board Meeting - 13 December 2017

Resolution 2018/17

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 13 December 2017 be received.

Carried

10 Receive Committee Minutes

10.1 Minutes of Audit and Risk Committee Meeting - 25 January 2018

Resolution 2018/18

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Audit and Risk Committee Meeting held on Thursday 25 January 2018 be received.

Carried

10.2 Minutes of Finance Committee Meeting - 25 January 2018

Resolution 2018/19

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Thursday 25 January 2018 be received.

Carried

10.3 Minutes of Assets and Services Committee Meeting - 25 January 2018

Resolution 2018/20

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Thursday 25 January 2018 be received.

Carried

10.4 Minutes of Planning and Regulations Committee Meeting - 25 January 2018

Resolution 2018/21

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Planning and Regulations Committee Meeting held on Thursday 25 January 2018 be received.

Carried

11 Confirm Council Minutes

11.1 Minutes of Council Meeting - 12 December 2017

Resolution 2018/22

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Council Meeting held on Tuesday 12 December 2017 be received and the recommendations therein be adopted.

Carried

11.2 Minutes of Council Meeting - 25 January 2018

Resolution 2018/23

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the Minutes of the Council Meeting held on Thursday 25 January 2018 be received and the recommendations therein be adopted.

Carried

11.3 Smokefree Policy

They asked Council to adopt a new smoke-free policy as part of the Long Term Plan process. They would like to include sites like the Church of the Good Shepherd car park as a smoke-free area.

Cr Clarke noted problems with tour buses stopping for smoking breaks at the Fairlie public toilets and Church of the Good Shepherd in Tekapo.

Councillors discussed areas where improvements could be made, for example outdoor dining areas social housing, parks and beaches. Discussion occurred on how to move forward.

The Mayor said Mackenzie would do its bit to achieve a smoke-free district and thanked the visitors for attending. Alex Govan and Jackie Corby left the meeting at 11.43am. After they left, councillors continued to discuss the issue and the following resolutions were passed.

Resolution 2018/24

Moved: Mayor Graham Smith

Seconded: Cr Anne Munro

1. That Council receive the Smoke-free presentation from the Cancer Society and Community and Public Health.

2. That Council make progress towards establishing smoke-free areas in line with the national plan towards Smokefree 2025.

Carried

Attachments

1 Smokefree Presentation

12 Adjournments

Following the Citizenship Ceremony, the meeting adjourned at 10am for morning tea and reconvened at 10.20am.

The meeting adjourned at 12.26pm for lunch and reconvened at 1.11pm.

13 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2018/25

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
13.1 - Mackenzie County Scholarship Trust	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.2 - Council Surplus Land on Argyle Street, Fairlie	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.3 - Payne Subdivision Appeal - Outcome of Mediation	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.4 - Mackenzie Basin - Opportunities for Agency Alignment.	s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.5 - Low Pressure Streetlight Replacement To LED	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.6 - Letter from Christine Scrase Regarding Tourism and Promotion Charge on Secondary Accommodation And Related Matters	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.7 - Tree Clearance North West Arch, Twizel	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.8 - Minutes of Public Excluded Audit and Risk Committee Meeting - 25 January 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.9 - Minutes of Public Excluded Finance Committee Meeting - 25 January 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.10 - Minutes of Public Excluded Assets and Services Committee Meeting - 25 January 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.11 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 25 January 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.12 - Minutes of Public Excluded Council Meeting - 12 December 2017	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.13 - Minutes of Public Excluded Council Meeting - 25 January 2018	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2018/26

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 3.51.pm

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 27 March 2018.

...................................................

CHAIRPERSON